Enabling Business Through Open Source Technology

Manual GL Postings

Table of contents
1 2 OVERVIEW.................................................................................................... 3 GL POSTINGS .............................................................................................. 3
Batch tab .................................................................................................................................... 3 Journal tab ................................................................................................................................. 4 Journal Line tab .......................................................................................................................... 4

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1 Overview
1.1 In most instances there will be no need to enter manual GL Journals. Unlike most system, Compiere automatically generates and posts the accounting consequences or Journals for every document processed. Therefore, there is no need to enter journals to record inventory moves or product sales. 1.2 Some instances that will require manual journals include Fixed Asset Depreciation, Year End, Budgets, Payroll, etc. In these situations you will enter your Journals using the GL Journal Window

2 GL Postings
Batch tab
2.1 To create or change a GL Journal, open the GL Journal window by double-clicking on GL Journal.

2.2 A Journal Batch define a single or multiple Journals to be processed. If provides Control Totals to ensure the Journals contained in the Batch are accurate. 2.3 Enter Document No or allow the system to default one for you. Enter a Description for this Journal Batch. 2.4 Select a Posting Type of Actual, Budget or Statistical to indicate where the journal should be posted to. 2.5 Select a Document Type to indicate the document controls to be used. 2.6 Select a GL Category. This can then be used in reporting on Journals.

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2.7 Select a Document Date to indicate the date of this Journal Batch and an Account Date to indicate the date to be used for the accounting transactions. 2.8 Select a Period for this Journal Batch. In most cases the period will coincide with the Account Date except when posting to an Adjustment Period. 2.9 Select a Currency for this Journal Batch. 2.10 Enter a Control Total for this Journal Batch if desired. The system will ensure that all Debits and Credits balance and equal this Control Total before the batch can be processed. 2.11 The Total Debit and Total Credit fields are reference fields that are system maintained

Journal tab
2.12 Click on the Journal tab to enter the Journals that comprise this batch.

2.13 Enter a Document No for this Journal or let the system default a value for you. Enter a Description if desired. 2.14 The Posting Type, GL Category, Document Date, Account Date, Period and Currency will default for the Journal Batch, but you can change them if desired. 2.15 Select a Document Type from the list of valid document types with a document base type of GL Journal. 2.16 Enter a Control Amount for this Journal if desired to ensure the planned amounts are entered. 2.17 Total Debit, Total Credit and Document Status are reference fields that are system maintained.

Journal Line tab

2.18 Click on the Journal Line tab to enter the lines for this Journal.

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2.19 Enter or accept the default Line No. Enter a Description for this Journal Line if desired. 2.20 Select the Combination selection box to display the Account Combination selection window.

2.21 Enter an Alias for an Account Combination or select the desired element values. You can save a new combination here or select an existing combination. Once you have the desired combination select the OK button to return to the Journal Line window.

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2.22 Enter either Source Debit or Source Credit amount. The Accounted Debit and Accounted Credit will display the amount converted to your Accounting Currency for the Accounting Schema for this Journal. Because the Journal Currency is the same as the Accounting Currency the amount is the same. 2.23 Finally enter a UOM and Quantity if desired for this Journal Line. 2.24 When you have entered your Journal Lines return to the Journal Tab.

2.25 You can add more Journals to this batch or you can select the Batch tab to Complete the Journal Batch.

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2.26 Select the Complete button to Complete the Journal Batch 2.27 Once the Journal Batch has a Document Status of Completed, the Journal tab and the Posted button is displayed.

Note: The Not Posted/Posted button will only be displayed if your Preferences indicate it. Once the Journal or Journal Batch has been completed you have the option of Close, Reverse - Correct or Reverse - Accrual. If you select Close then the Journal or Journal Batch is Closed an no further processing can occur.

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2.28 If you select Reverse - Correct then a new Journal(s) is created for the same debit and credit account combinations and amounts but the sign of the amount is reversed. The Document Date and Accounting Date are the same as the original Journal

2.29 If you select Reverse - Accrual then a new Journal(s) is created with the same account combinations but the debit account(s) is used as the credit account(s) and the credit account(s) are used as the debit account(s). The signs on the amounts remain the same. The Document Date and Accounting Date are the date used when logging into Compiere.

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